Job PurposeThe International Rice Research Institute (IRRI) is an independent, non-profit and world’s premier research organization dedicated to abolishing poverty and hunger among people and populations that depend on rice-based agri-food systems. Through our work and partnerships, we aim to improve the health and welfare of rice farmers and consumers; promote environmental sustainability in a world challenged by climate change; and support the empowerment of women and the youth in the rice industry. The institute, headquartered in Los Baños, Philippines, has offices in 17 rice-growing countries in Asia and Africa.

Under the general supervision of the Corporate Support Services Manager, manage the procurement and timely delivery of all local and foreign goods and services of IRRI India country office including all locations across India. This position’s responsibilities will include sourcing, vendor enlistment, negotiation and follow up in adherence to IRRI/CG policies and procedures and ensuring material procured are within specification and are reasonably priced. S/he will maintain procurement records, generate monthly reports and update vendor enlistment. S/he will be responsible for negotiating and maintaining all service contracts – travel & transport services, hotels, internet, outsourced staffing, AMCs, insurance, clearing & forwarding, renovation and constructions and other services.

This position will be based at the IRRI India Office, Varanasi, India and may only be filled by permanent citizens of the Philippines

Roles and Responsibilities

• Ensure the adherence to IRRI policies and procedures and CG procurement guidelines for goods, works and services for all work related to procurement.
• Assist in the development and implementation of the procurement process, procedures and guidelines
• Execute requests for local/national/international procurements
• Provide feedback to CSSM on implementation of operational activities and suggest actions for possible improvement
• Suggest most cost-effective means of procurement while ensuring the defined quality standards.
• Exercise due diligence to finalize the contracts/orders with vendors and other stakeholders
• Coordinate with clearing & forwarding agents and government departments to ensure custom duty exemption and GST refund in accordance with UN immunities & privileges granted to IRRI
• Manage and maintain procurement files, records and database for all locations across India
• Monitor the status of all service contracts and take proactive action for renewal
• Exercise internal controls to ensure segregation and risk mitigation.
• Execute procurement requests in accordance with audit recommendations
• Coordinate with all office locations, NARES, government ministries & departments, IRRI-HQ and other stakeholders.
• Negotiate with vendor & external agency to finalize the contract/order and establish the business term with new agency/company on or after ensuring the due diligence process
• Maintain and ensure enlisted vendor documents are updated, seek new suppliers and recommend the removal of non-compliant vendors from the vendor database as needed.
• Maintain information flow and communication with internal and external stakeholders.
• Coordinate with Clearing & Forwarding agents for imports/exports and with tax authorities on GST matters
• Liaise with Finance to ensure funding availability & adherence to terms of payment
• Prepare and execute requests for quotations, analyze quotes and prepare comparatives, conduct negotiation and facilitate the signing of contracts.
• Provide procurement support to events – workshops, conferences, training and field visits.
• Verify invoices/bills related to procurement orders and prepare payment pack for submission to finance for releasing payment.
• Ensure effective implementation of procurement processes including appropriate documentation, RFQs, Bid analysis, POs, contract agreement etc.
• Maintain and monitor assets allocation, physical verification, reconciliation and update records.
• Propose and plan for disposal of office assets per donor requirements & IRRI policy.
• Prepare reports required by CSSM

Qualifications

• Bachelor’s in business administration / supply chain management with a minimum of 5 years of relevant work experience
• Master’s in business administration / supply chain management with a minimum of 5 years of relevant work experience

Skills Required
Mandatory

• Excellent knowledge of procurement practices, policies and guidelines
• Strong negotiation skills
• Customer focus
• Proficiency in MS Office, MS Excel, PowerPoint and financial systems
• Excellent interpersonal and communication skills
• Can effectively establish priorities and meet deadlines

Preferred

• Has experience working in an international work environment, non-government sector and/or agricultural sector
• Experienced in using an ERP system

IRRI offers a highly extensive employee benefits package inclusive of globally-covered medical insurance, retirement plan, life and accident insurance and other allowances.

Join our team and be part of our story!

Please note only shortlisted candidates will be contacted.
This position will remain open until filled.

Job Reference: HQ01806